OFFICE MANAGER

About the role

The Washington State School for the Blind (WSSB) is seeking an experienced Office Manager to oversee daily operations and support the Facilities Manager. This role is crucial for ensuring smooth, safe, and compliant operations.

Responsibilities

• Serve as the primary campus receptionist; greet visitors, verify purpose of visit, follow check-in procedures, and provide general school information.
• Answer and route calls/emails for the main campus line; provide routine information and direct inquiries appropriately.
• Assist the Facilities Manager with tasks such as calendar coordination and credit card log reconciliation.
• Receive, sort, and distribute mail; maintain logs for accountable or time-sensitive items.
• Enter, update, and monitor work orders; track progress and follow up with staff or requestors.
• Aid in scheduling HVAC, closures, and special events in coordination with Facilities and campus leadership.
• Manage reservation requests, schedules, and usage records for the campus fleet.
• Maintain electronic and hard-copy files for inspections, maintenance logs, and compliance documentation.
• Compile data for routine reports on work orders, inspections, and related activities.
• Track deadlines for inspections, certifications, and required submissions; send reminders to staff.
• Provide additional front desk or administrative support during peak periods or staff absences.
• Perform other tasks as assigned.

Qualifications

• A Bachelor’s degree involving major study in business administration or closely allied field and one year of supervisory experience involving responsibility for planning, organizing, and coordinating work in a business office.
• One year of experience in State service as an Administrative Assistant 2, Human Resource Assistant 2, or Data Compiler 3; OR two years of experience in State service as an Administrative Assistant 1 or Human Resource Assistant 1.
• Knowledge of office organization and management principles, modern clerical methods and work-production measurement, office materials, supplies, and equipment, inventory control and records management, supervisory techniques.

Skills & Abilities

• Maintain confidentiality and handle sensitive information appropriately.
• Plan and supervise office service units.
• Assign, review, and coordinate work production.
• Develop procedures for effective use of space, equipment, and personnel.
• Build effective working relationships.
• Prepare clear, concise, factual reports.
• Organize tasks and meet deadlines in a busy front-desk environment.
• Communicate clearly and courteously with students, families, staff, and visitors.
• Learn and use work-order and scheduling systems.

Compliance Tracking

Track deadlines for inspections, certifications, and required submissions; send reminders to staff.

Union Inclusion

This position is included in a bargaining unit represented by the Washington Federation of State Employees (WFSE).

Opportunity for All

We celebrate our differences and are committed to a workplace that supports equal opportunity employment and inclusion regardless of race, creed, color, national origin, citizenship or immigration status, marital status, families with children (including pregnancy, childbirth, or related medical conditions), sex, sexual orientation, gender identity diversity, age, status as a protected veteran, honorably discharged veteran or military status, status as an individual with the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with disabilities or other applicable legally protected characteristics.

Prior to a new hire, a background check including criminal record history will be conducted.

Insurance Benefits

• Medical (including vision), dental, and basic life insurance.
• Medical flexible spending account.
• Basic life and long-term disability insurance.
• Dependent care assistance.
• Auto, boat, home, and renter insurance.

Retirement and Deferred Compensation

• Washington Public Employees' Retirement System (PERS).
• Deferred Compensation Program (DCP).

Holidays

• Paid holidays and one paid personal holiday per calendar year.

Compensation

• Pay status includes hours worked, time on paid leave and paid holiday.